Privacy Policy

1. Information We Collect

We may collect the following information:

• Student details that are publicly shared by college officials through forms, files, or official records.
• Account details when you register or log in, such as your name, roll number, section, college email, password, and optional contact methods.
• Profile details you choose to add, such as WhatsApp number, personal email, Instagram, LinkedIn, GitHub, and profile picture.
• Messages, reports, applications, feedback, and other content you submit through the platform.
• WhatsApp number and OTP verification details used for reminders and communication.
• Activity data needed to operate and secure the platform, such as timestamps, moderation records, and system logs.

2. How We Use Your Information

We use your information to:

• Display and maintain the student directory.
• Support section management, deadline tracking, and study resource coordination.
• Verify identity and reduce impersonation or spam.
• Send deadline reminders and important ICED updates.
• Process moderator applications, messages, feedback, and reports.
• Maintain platform safety, quality, and accountability.
• Improve platform functionality and user experience.

3. Visibility of Student Information

• Your phone number is hidden by default on the platform, whether you are registered or not.
• On a valid request from your section's faculty, class coordinator, or class representative, we may share your phone number for legitimate academic coordination.
• Your college email may be visible by default on the platform.
• If you are registered, you may be able to manage the visibility of selected profile details through your account settings, where available.
• Your profile picture, if uploaded, will be visible to other users according to your profile visibility settings and platform behavior.

4. WhatsApp and Reminder Communications

• If you provide a WhatsApp number during registration or for deadline reminders, we will use it only for ICED-related communication.
• Verifying your WhatsApp number by OTP means you consent to receive messages from the ICED business account for updates and deadline reminders.
• You may turn off WhatsApp reminders anytime from your profile settings, where available.
• We do not share your WhatsApp number with other users or third parties except where required for ICED operations or valid administrative requests.

5. Email Verification and Communication

• We verify your email by OTP to help prevent impersonation and unauthorized registrations.
• We will not send you marketing or unrelated emails unless you have explicitly consented to receive them.
• Account-related messages may still be sent if needed for security, verification, or important platform notices.

6. Messages, Reports, and Moderator Requests

• Messages, feedback, reports, and moderator requests you send through ICED may include your name, roll number, and section.
• This information may be visible to admins and moderators so they can verify the sender and respond appropriately.
• Reports submitted by users are reviewed by admins to help maintain community safety and quality.
• We may keep a record of such submissions for moderation, accountability, and abuse prevention.

7. Study Resource Contributions and Profile Media

• If you upload a profile picture, it will be stored so it can be used on your profile.
• We may delete old, unused, or replaced profile pictures after a reasonable period of time.
• Study resource contribution access may be tied to your student identity, section, or specialisation, depending on platform rules.

8. Data Storage

To provide our services, your personal data is collected from India and transferred to, stored at, and processed in Singapore. We utilize Supabase as our cloud database provider. By using our website and providing your information, you consent to this international transfer, storage, and processing. We ensure that your data is handled securely.

9. Data Sharing

We do not sell your personal data.

We may share limited information only when necessary for:

• Academic coordination through faculty, class coordinators, or class representatives.
• Moderation, admin review, or support workflows.
• Security, fraud prevention, or abuse handling.
• Compliance with applicable law or official requests.

10. Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy, or as required for moderation, security, or legal obligations.

We may delete or archive:

• Old or unused profile pictures.
• Stale or unnecessary platform records.
• Data that is no longer needed for ICED operations.

11. Security

We use reasonable administrative, technical, and organizational measures to protect your information. However, no online system can be guaranteed 100% secure, so you should use strong passwords and keep your account details private.

12. Your Choices

You may be able to:

• Update your profile information.
• Add or remove contact methods.
• Turn off WhatsApp reminders.
• Change your profile picture.
• Request account-related changes or data deletion, where supported by the platform.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will update the effective date and, where appropriate, notify users on the platform.

14. Contact Us

If you have questions about this Privacy Policy or your data on ICED, contact the ICED admin team through the platform's contact feature.